Position: Operations / Executive Assistant
Reports To: Kayzha (Owner/Operator)
Job Type: Full-time, Hourly ($25–$28/hr + performance bonuses)
Location: Onsite at the warehouse (hybrid possible later)
Schedule: Full-time; flexible hours during off-season (January–May)
Position Overview
This person works directly with the owner to take ownership of the day-to-day operational and administrative load so the owner
can focus on sales, marketing, proposals, and high-stakes projects.
You will manage schedules, communications, and filter distractions. You will coordinate and organize appointments, events, travel, task lists, timesheets, invoicing support, and follow-up so nothing falls through the cracks. You will help hand projects off cleanly after they are won and hold the team accountable to simple standards.
You will work closely with project managers, both founders, the accounting team, clients, and any subcontracted workers — clear,professional communication across all of these groups is essential.
This is a high-trust, high-visibility role on a small team. We need someone who is proactive, detail-obsessed, eager to prove themselves, and not afraid to follow up with people.
Important: Event production is inherently nights-and-weekends work. During busy season you must be flexible with late hoursand weekends when shows and load-ins require it.
Key Responsibilities
- Complex calendar management — scheduling meetings, appointments, and travel; understand all key dates and
commitments
- Own daily/weekly scheduling and create clear task lists for the team
- Email management (check and respond daily; triage so only true owner-priority items reach the owner)
- Respond to Instagram inquiries and comments
- Clean up timesheets and fix QuickBooks time entries when people mess them up
- Handle lower-stakes invoicing and enter project receipts accurately
- Manage project receipts and budget reporting on a weekly basis
- Travel purchases and logistics planning
- Managing and creating advances
- Follow up relentlessly so systems and tasks actually get done
- Support project handoffs after a job is won (ordering, proofs, basic budget tracking)
- Help enforce simple pre-build standards (budget + quality level) with the build leads
- Communicate clearly and professionally with project managers, both founders, the accounting team, clients, and
subcontracted workers
- Create slides, PDFs, PowerPoints, and templates for presentations, events, and projects
- Upload and organize photos/videos in Google Photos, Google Drive, Dropbox, etc.
- Coordinate hospitality on a per-event basis
- Provide support during live events (in-person and throughout)
- Personal and professional task management (research, light errands, shopping, purchasing gifts as needed)• Keep Google Drive / files organized
- Provide general operational support so the owner is not the bottleneck
What We’re Looking For (Personality First)
This role is less about perfect software skills and more about the right personality:
- Eager to prove yourself and genuinely wants to make the owners happy
- Naturally organized, able to multitask, and remembers details (even the ones other people forget)
- Self-driven and proactive
- Not afraid to follow up with people or calmly call things out when needed
- Flexible, fast learner, and actually wants to grow in event production
- Strong written and oral communicator — clear, professional, and direct with internal team, clients, and subcontractors
- Passion for exceptional customer service
- Comfortable in a small, high-pressure, ever-changing production environment
- Willing and able to work late nights and weekends during busy show periods
Preferred Skills & Experience
- Strong admin / clerical background
- Familiarity with email, internet, Google Apps (Sheets, Drive, etc.), and PowerPoint
- Canva experience preferred
- Any QuickBooks, Quicken, or data-entry experience is a plus (trainable)
- Experience in events, production, customer service, or a fast-paced creative environment is a big plus
- High school diploma or equivalent required
- Minimum 2 years customer service or administrative experience preferred
Metrics / Expected Results
- Maintain an organized calendar with no overlapping meetings or appointments
- Complete tasks and projects with a high level of efficiency, accuracy, and confidentiality
- Ensure owner-priority emails are handled or flagged by the end of each day
- Reliable follow-through so systems and handoffs actually happen
This job description is not all-inclusive. Certain activities, duties, or responsibilities may be required of the employee as needed.
Important Notes
- This is a small team. You will wear multiple hats and need to be comfortable with that.
- Hours will flex lower during our slower season (January–May).
- Performance bonuses are available for excellent work.
- Late nights and weekends are part of the job during peak event season.
Pay: $25.00 - $28.00 per hour
Benefits:
- Paid time off
- Professional development assistance
Work Location: In person
